This position is located at the Veterans Affairs Ann Arbor Healthcare System as part of the Cardiology subspecialty of Medicine Service. Serves as the Program Support Assistant providing expert administrative, technical, and clerical support to the Chief of the Service, Nurse Managers, Nurse Educator, and Medical Instrument Technician (MIT) Supervisors (Cardiology Leadership Team) as well as provides backup administrative support to the Cardiology Secretary.

Duties

The primary purpose of the position is to provide a broad range of clerical and administrative support to the entire Cardiology Section. The section is complex and operates a wide variety of inpatient, outpatient, procedural, academic, and community services. Handles clinical and administrative matters independently, prioritizing the work to assure that deadlines are met. MAJOR DUTIES AND RESPONSIBILITIES Program Support 40% ADMINISTRATIVE TASKS Assists the Cardiology Leadership team in maintaining employee educational and competency records. Plans, manages, participates in and/or accomplishes special projects and initiatives for major office or program issues of broad impact. PSA completes complex analyses and written reports and organizes special committees, workshops, or other meetings as part of these special projects. Receives, organizes, and tracks all service deadlines and suspenses and processes incoming and outgoing documents such as correspondence, reports, and memorandum. Point of contact for Human Resources personnel actions including the submission of documents needed for hiring, disciplinary, promotion, transfer, resignation, and retirement. Creates matrix reports to submit to leadership prior to scheduling interviews. Schedules candidates for in person or telephonic interviews for all vacancies related to positions within the Cardiology Service. Acts as the sponsor for employee Personal Identification Verification (PIV) cards. Track expiration dates, notifies employee and coordinates with Human Resources on required appointments and documentation needed for issuing new badges. Serves as the Cardiology Service POC for Training Management System (TMS). Requests access for newly assigned personnel or assists to restore access for personnel. Responsible for orientation of newly assigned employees to include requests for information technology training and access. CARDIOLOGY PROVIDER/PROCEDURE SCHEDULES Gathers the Fellows' schedules, the NP schedules, and the Attending schedules to create the monthly Schedule, submits the completed schedule to the Cardiology Leadership and SharePoint site. Ensures that contact information is up to date on the Cardiology SharePoint site. Obtains and maintains consult access, hospital and clinic access, and computer access for Cardiology personnel. Clinical Support and Data Collection, Tracking, and Analysis: 35% Have advanced knowledge and strong proficiency in the use of computers and computer software (including, but not limited to Excel, Access, SharePoint, Power Automate, Power BI, Power Apps, and Microsoft 365 applications) and will be responsible for obtaining, collecting, compiling, maintaining, tracking, analyzing, and graphically representing administrative and clinical data, statistical information, and patient appointments in support of Cardiology Section operations and assessing status or outcomes in relation to established performance measures, goals, and objectives, including, but not limited to: TRACKING AND MANAGING PATIENT APPOINTMENTS: Attends Interdisciplinary Team Meetings, Inpatient Bed Huddles, Outpatient Clinic Huddles and Committee Meetings to identify patients requiring follow-up appointments and coordinates with the Medical Support Assistant to schedule patients immediately. Maintains all clinic support needs, including maintaining competencies and completing applicable TMS and Face to Face training, modifying clinics based on changing VA mandates, and coordinating VVC trainings with Staff and rotating Fellows. Maintains the academic calendar and makes appropriate changes for the Fellow and Faculty academic calendar during each academic year. Primary Timekeeper: 25% Primary Timekeeper for employees directly assigned to the Cardiology Section Chief and including Physicians and Advanced Practice Providers (APPs). Serves as alternate timekeeper for employees directly assigned to the Cardiology Nurse Managers and MIT Supervisor. Maintains and updates AcuStaf and the Government Time and Attendance (GovTA) daily. Ensures time and attendance records are accurate and submitted on a timely basis. Coordinates with the Cardiology leadership on possible issues or payroll exceptions. Performs other duties as assigned. Other tasks and duties may be assigned as the mission needs require. Work Schedule: Monday-Friday, 7:00 am to 3:30 pm Telework: VA supports the use of telework as a way to help attract and retain talented individuals in public service, increase worker productivity, and better prepare the agency to operate during emergencies. This position may be authorized for telework. Telework eligibility will be discussed during the interview process. Virtual: This is not a virtual position. Position Description/PD#: Program Support Assistant (OA)/PD938690 Relocation/Recruitment Incentives: Not Authorized Permanent Change of Station (PCS): Not Authorized Financial Disclosure Report: Not required

Requirements

Qualifications

To qualify for this position, applicants must meet all requirements by the closing date of this announcement, 06/27/2024. Time-In-Grade Requirement: Applicants who are current Federal employees and have held a GS grade any time in the past 52 weeks must also meet time-in-grade requirements by the closing date of this announcement. For a GS-6 position you must have served 52 weeks at the GS-5. The grade may have been in any occupation, but must have been held in the Federal service. Note: You must submit a copy of your most recent personnel action/SF-50. Additionally, An SF-50 that shows your time-in-grade eligibility must be submitted with your application materials. If the most recent SF-50 has an effective date within the past year, it may not clearly demonstrate you possess one-year time-in-grade, as required by the announcement. In this instance, you must provide an additional SF-50 that clearly demonstrates one-year time-in-grade. Note: Time-In-Grade requirements also apply to former Federal employees applying for reinstatement as well as current employees applying for Veterans Employment Opportunities Act of 1998 (VEOA) appointment. Interchange Agreement: Applicants must be eligible under the VA Interchange Agreement, having served continuously for at least one year in the other merit system under this interchange agreement. For more information regarding the VA Interchange Agreement please visit: https://www.opm.gov/policy-data-oversight/hiring-authorities/competitive-hiring/. You may qualify based on your experience as described below: Specialized Experience: You must have one year of specialized experience equivalent to at least the next lower grade GS-5 in the normal line of progression for the occupation in the organization. Examples of specialized experience would typically include, but are not limited to: Clerical and administrative management Data management and reporting Proficiency in the development, implementation, and maintenance of databases for the tracking of statistical information Timekeeping utilizing VATAS Please note: In addition to meeting experience requirements, applicants for this position must show possession of the following proficiency: ability to type 40 words per minute. Preferred Experience: Program Management and data collection Experience utilizing Microsoft Office 365 suite Power Automation experience You will be rated on the following Competencies for this position: ClericalCommunicationsComputer SkillsDecision MakingInternal ControlsManages and Organizes Information Experience refers to paid and unpaid experience, including volunteer work done through National Service programs (e.g., Peace Corps, AmeriCorps) and other organizations (e.g., professional; philanthropic; religions; spiritual; community; student; social). Volunteer work helps build critical competencies, knowledge, and skills and can provide valuable training and experience that translates directly to paid employment. You will receive credit for all qualifying experience, including volunteer experience. Note: A full year of work is considered to be 35-40 hours of work per week. Part-time experience will be credited on the basis of time actually spent in appropriate activities. Applicants wishing to receive credit for such experience must indicate clearly the nature of their duties and responsibilities in each position and the number of hours a week spent in such employment. Physical Requirements: Work is mostly sedentary. However, some walking, standing, bending and carrying light items is required. For more information on these qualification standards, please visit the United States Office of Personnel Management's website at https://www.opm.gov/policy-data-oversight/classification-qualifications/general-schedule-qualification-standards/.

Education

There is no educational substitution at this grade level.

Contacts

• Address Ann Arbor VA Medical Center 2215 Fuller Road Ann Arbor, MI 48105 US
• Name: Jessica Kidd
• Phone: 734-596-3177
• Email: [email protected]